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Office Manager/Program Coordinator in Foster City, CA at Nelson

Date Posted: 1/23/2018

Job Snapshot

Job Description

Job Number: 2115891

The Synagogue Office Manager/Program Coordinator position is critical to the mission and vision of Synagogue. Its primary role is to enable the staff, Board of Trustees, and leadership to function more effectively by providing leadership and development of office protocols and procedures in the office and to coordinate programs and events to ensure the smooth running of all synagogue operations. Additionally, as the first point of contact for visitors and community members. You will ensure that all office expenses are monitored and cost efficient, as well as establish and recommend best practices in office policy and organization. In addition, such person shall serve as a confidential Assistant to the Clergy.

Duties and Responsibilities:

Office Management

  • Assume responsibility for all operational aspects of daily office management inclusive of building maintenance, janitorial and tenants
  • Manage and coordinate organization and layout of office for maximum efficiency
  • Office reception, including answering phones, greeting visitors and responding helpfully to inquiries
  • Manage incoming and outgoing mail for all tenants in the building
  • Ensure filing systems, both paper and electronic, are maintained and current
  • Ensure maintenance, security and confidentiality of congregational data, accurately input and update confidential financial and non-financial records and maintain congregation membership information
  • Maintain confidential database addresses & email information for certain external and internal stakeholders, including all Board of Trustees, congregants, prospective members
  • Manage all telephone and communication systems including the IT systems
  • Manage all purchasing in the office of goods and services and ensure accountability of obtaining financial approval
  • Train volunteers on all office products, phone system, security system, etc.
  • Support the development and distribution of synagogue website, publications and outbound communications, including composing and sending outbound communication to synagogue membership independently and with review and guidance of clergy or Board.
  • Under the direction of the Rabbi and Executive Committee, ensure the quality, integrity and confidentiality of all employee records and files at all times
  • Oversee the building, security and kitchen volunteer teams in setting and implementing priorities
Program Coordination

  • Provide administrative and programmatic support to the Senior Rabbi, Cantor, Assistant Rabbi/Education Director, to the Board of Trustees, committees and lay leaders
  • Manage building tenants, their annual calendars, building setup, and address daily issues as they arise
  • Work with and coordinate volunteers, vendors and contractors and, when necessary, with religious school teachers
  • Work with volunteers and webmaster to maintain, coordinate, and update master synagogue calendar, including synagogue lifecycle events, holidays, and community events
  • Coordinate holiday celebrations, Shabbat Kiddush lunches, and lifecycle events
  • In preparation of the High Holidays, will serve as project manager and oversee a group of volunteers to coordinate and implement a variety of tasks with emphasis on coordinating the services and events connected to the holidays
  • Work closely to support clergy in the hiring process of all teachers, scholars in residence, custodians and other synagogue personnel
Knowledge and Skills

  • Highly organized with strong attention to detail and quality. Comfortable taking initiative and also taking direction. A self-starter.
  • Very friendly and warm while maintaining strong professionalism and enjoy working with diverse people; a model of customer service.
  • Strong time management skills and the ability to prioritize workload functions in order to meet objectives and challenges of the non-profit/synagogue office environment
  • Skilled in vendor communication to provide optimum efficiency for the delivery of goods and services, inclusive of maintaining cost effectiveness at all times
  • A very strong communicator and active listener who follows up to ensure parties are well informed and feel well taken care of
  • Very comfortable working within a Jewish community and if not already well aware of Jewish custom, able to learn it quickly
  • Strong skills in training, organizing and managing office, volunteers, custodial and maintenance staff, and tenant management
  • The position requires someone with a strong value system where respect and sensitivity to others across our community is always demonstrated
  • Knowledge of bookkeeping, data and administrative management practices and procedures
  • Be adept at use of office equipment, email, computer applications including Microsoft Word, Outlook, PowerPoint, Publisher and Excel, mail-merge, QuickBooks, CRM, and Constant Contact/Mail Chimp and be able to self-train in new computer skills and know when to ask for help if self-training is unrealistic
Education and Work Experience:

    • Bachelor's degree required. Advanced degree a plus
    • The ideal candidate will have a minimum of 5 years' experience in office management and/or program coordination, or any equivalent combination of experience

About Nelson:

For more than 45 years, we've been passionate about helping people find jobs they love - rewarding jobs that further career goals. At Nelson, we partner with companies that have outstanding reputations. Working with innovative startups to Fortune 500 companies, our skilled recruiters have access to opportunities beyond what you can find on your own.

With Nelson, you'll get the most out of your career. Together, we'll set career goals and find you a position where your skills shine. Whether you are looking for a position in: accounting & finance, administration, computer gaming, digital media, engineering, human resources, legal, light industrial, manufacturing, or technology, Nelson helps place people in full-time, temporary, temp-to-hire, project, and contract positions. For a full listing of jobs, go to: and click "Find Work."